Administrative Officer

U.S. Department of Veterans Affairs; Prescott (AZ); On-site; USD 90,000 - 115,000; Full time

Job summary

U.S. Department of Veterans Affairs is seeking an Administrative Officer to manage comprehensive administrative functions within the Pharmacy Service. The role includes budgeting, HR, contracting, and program analysis while serving as a key advisor to Pharmacy Service management.

Requirements include coordinating administrative services, preparing reports, and supporting space utilization and process improvements across the department. This is a full-time, on-site position in Prescott, AZ.

Qualifications

• Specialized experience equivalent to GS-11 in admin services, budgeting, HR, procurement, and reporting.
• Ability to coordinate multiple administrative functions across a service line.
• Experience supporting budget formulation and management for a healthcare service.

Responsibilities

• Performs budget administration functions and monitors funding requests.
• Monitors obligations and expenditures for service support functions.
• Provides budgeting and financial management for the Pharmacy Service.
• Prepares and maintains annual budget plans for service control points.
• Coordinates personnel actions and HR-related processes; acts as COR when required.
• Develops acquisition documents and manages contracting processes from start to end.
• Compiles reports on clinic utilization, space utilization, access, and equipment.
• Supports strategic planning and policy development for service operations.

Skills

Budget administration

Human resources functions

Contracting and procurement

Reporting and presentation

Strategic planning

Space utilization analysis

Data analysis for leadership decisions

Administrative program coordination

Job description

Summary The Administrative Officer is responsible for managing all administrative functions within the Pharmacy Service - including administration - human resources - budgeting and financial management - management and program analysis - office support services - document control - logistics - and various other administrative activities. Additionally - they serve as a key advisor to the Pharmacy Service management team.

Summary The Administrative Officer is responsible for managing all administrative functions within the Pharmacy Service - including administration - human resources - budgeting and financial management - management and program analysis - office support services - document control - logistics - and various other administrative activities. Additionally - they serve as a key advisor to the Pharmacy Service management team.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 11/06/2026. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-12 position you must have served 52 weeks at the GS-11. The grade may have been in any occupation - but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year - it may not clearly demonstrate you possess one-year time-in-grade - as required by the announcement. In this instance - you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: coordinating and monitoring the functions of administrative services within an office; managing budget activities; assisting with contracting functions and managing procurement; assisting with human resources functions to include recruitment - position classification - performance - training - etc.; preparing letters - reports and presentations; retaining procurement records and reconciliations; and making space utilization recommendations. For more information on these qualification standards - please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/

Duties

• Duties of the Administrative Officer may include but not limited to: Performs budget administration functions
• Monitors - reviews and checks requests for allotment of funds from approved operation budgets
• Monitors and tracks obligations and expenditures for base/mission support functions
• Utilizes knowledge of financial management policies - guidelines and best practices to provide overall budgeting and financial management for the service
• Independently prepares and maintains the annual budget plan for all service control points
• Makes recommendations on obligations for salaries - travel - equipment - supplies - etc
• Serves as control point official with authority to obligate and verify fund expenditures (2237s and 1358s)
• Ensures the monitoring of the environment of care of the service's clinical and administrative space
• Provides administrative planning and oversight for a variety of special and continuing programs
• Responsible for coordinating and facilitating the function of all services - clinical and administrative - which interface with Pharmacy Service
• Prepares reports to topics including but not limited to: clinic utilization - clinical space utilization - access - equipment management - patient experience and process improvement
• Conducts studies - surveys and interviews to gather information necessary to formulate policies - procedures and strategies
• Collects - analyzes - interprets - advises on and presents data and and information for leadership decision-making in support of the Service's daily operations and long-term strategic planning
• Analyzes and reviews documentation procedures and controls - files - directives - forms - records control and disposal procedures and office automation
• Participant in strategic planning for the development and implementation of both long and short range policies and plans for the service - giving special consideration to the integration of local - VISN - and Central Office (CO) administrative and clinical policies - and the standards and requirements of various regulatory and accrediting bodies
• Serves as Action Officer between the Human Resource Management Office and the organization pertaining to all aspects of personnel management - reorganization/realignment - organization structuring - position management - and manpower utilization
• Monitors - coordinates and tracks all on-going and projected personnel actions and continuously apprises management of status
• Participates in important administrative management planning and policy development affecting the Service
• Serves in the capacity of Contracting Officer Representative (COR)
• Develops initial acquisition documents
• writes and defends the requests for funds and conducts all aspects of the contracting processes from beginning to end
• Performs all other duties as assigned
• Work Schedule: Monday-Friday - 8:00 am to 4:30 pm Virtual: This is not a virtual position
• Position Description/PD#: Administrative Officer/PD13493A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized 30 Day Hiring Model The Department of Veterans Affairs is implementing a streamlined 30-Day Hiring Model designed to accelerate hiring while maintaining the highest standards of merit-based selection
• This improved process reduces traditional hiring timelines by integrating early coordination - faster assessments - and efficient pre-employment actions
• Applicants can expect a more transparent - predictable - and efficient hiring journey from announcement to entry on duty
• What Applicants Can Expect Expedited Candidate Review Once the announcement closes - Human Resources will quickly review applications - issue certificates of eligible candidates the day after the announcement closes and refer applicants for hiring manager consideration
• Quick Interviews & References HR may arrange interviews and will request references within 3-5 days after being referred to the hiring manager
• Streamlined Pre-Employment Requirements: Following a tentative offer - applicants should be prepared to complete required steps - such as fingerprinting and background check - credentialing - and medical examination within 3 days of the offer
• Clear and Timely Communication: Applicants will receive clear communication at key milestones - including referral - tentative offer - and onboarding instructions
• After meeting pre-employment requirements - candidates will receive a final job offer and start date
• Onboarding tasks may continue after starting - with HR ensuring timely completion for a smooth transition into VA service
• If selected - applicants should be prepared to come onboard within 30 days of the announcement closing.